Administrative Coordinator and Special Projects Assistant

Job Number

Position Summary

UAE Nationals are encouraged to apply

New York University Abu Dhabi (NYUAD) seeks to appoint an Administrative Assistant reporting to the Operations Manager, Arts & Humanities.

The Administrative Coordinator reports to the Manager of Operations and provides program-specific administrative support within the Arts and Humanities Division, as well as supports special projects emanating from the portfolios of the Associate and Assistant Deans. The Coordinator serves as the main point of contact and ensures the highest level of administrative support for faculty and for the Associate/Assistant Deans. This will include dealing with all administrative tasks on a day-to-day basis, including finance, procurement and travel related issues.

Key Responsibilities:

  • Assist with calendar management of Associate/Assistant Deans
  • Assist with coordination of small-scale projects in direct collaboration with the Assistant Dean who will manage and delegate the work emanating from the Deans’ portfolios
  • Serve as capstone administrator
  • Program meetings: organizing and scheduling meetings; preparing and distributing agenda and minutes; following up on action points from meetings
  • Tracking program budgets and expenses
  • Arranging travel for program visitors – flights, accommodation, ground transfers, visas, meal vouchers, etc.
  • Organizing meetings and events (included but not limited to room booking, catering, AV/IT support)
  • Organizing events with the assistance of a producer, where relevant
  • Faculty on and off boarding
  • Other general inquiries from faculty
  • Monitoring of the main division events calendar, making sure all program related events are updated
  • Assisting for any research related activity, including but not limited to travel, procurement, guest and event management
  • Checking and correcting faculty bookings and reimbursements through Concur software
  • Supporting program and faculty account expenses
  • Preparing and performing financial transactions related to external engagements, procurement, honorarium payment, etc
  • Acting as a point of contact between the faculty members and university financial stakeholders (Finance AP, Procurement)
  • Receiving invoices/quotes from faculty members requesting to pay vendors and/or individual service providers
  • Administering all on and off- boarding for the faculty
  • Coordinating with IT Department to provide new and/or visiting faculty with computer equipment and extension lines
  • Informing Public Safety Department of the arrival of faculty to provide access, ensure the printing of an employee card and giving access to various areas within campus
  • Informing the Facilities Department of faculty arrival to ensure the cleanliness of the office and other furniture arrangements
  • Coordinating travel, accommodation and transportation
  • Working with the program head and Chair inviting the candidate to create a visit schedule for the candidate
  • Contacting other faculty to schedule individual meetings, group lunch and dinner meetings
  • Arranging logistics for candidate job talks
  • Chaperoning candidates around campus (or virtual) visits

Required Education:

  • Bachelors Degree

Required Experience:

  • 3+ years of experience in equivalent positions preferably with a U.A.E based University or any international private organization

Preferred Experience:

  • Excellent oral and written skills
  • The ability to work flexibly, prioritizing and handling multiple challenging tasks and ensuring to meet deadlines
  • Great attention to detail
  • Excellent people skills
  • Maintaining faculty confidence by keeping information confidential
  • Arabic language skills is a plus

Other Information

NYU Abu Dhabi is a degree-granting research university with a fully integrated liberal arts and science undergraduate program in the Arts, Sciences, Social Sciences, Humanities, and Engineering. NYU Abu Dhabi, NYU New York, and NYU Shanghai, form the backbone of NYU’s global network university, an interconnected network of portal campuses and academic centers across six continents that enable seamless international mobility of students and faculty in their pursuit of academic and scholarly activity. This global university represents a transformative shift in higher education, one in which the intellectual and creative endeavors of academia are shaped and examined through an international and multicultural perspective. As a major intellectual hub at the crossroads of the Arab world, NYUAD serves as a center for scholarly thought, advanced research, knowledge creation, and sharing, through its academic, research, and creative activities.